Skip to content

Expense Management Features

One simple system for company spend

Capture Expense is expense management software that brings expenses, corporate card transactions, mileage, travel, and approvals into one system. Employees find it easy and finance can trust the data.

Book a demo See product tour

Trusted by finance teams across the UK and Ireland

  • National Education Union
  • Citizens Advice
  • Greenwoods
  • Carnival
  • B&H Worldwide
  • 4.9/5

Built for everyone who touches an expense

Simple for employees. Reassuring for finance.

Most expense tools serve one side and punish the other. Capture Expense is built so spenders, approvers, and finance teams each get what they need.

9:41
Adding an expense in the mobile app with the receipt attached

For employees

Receipts, mileage, and card transactions become claims with almost no typing from the app or a chat.

  • Submit through the mobile app, WhatsApp, Teams, Slack, or email
  • AI fills in category and VAT
  • Reminders arrive before month end rather than after it
9:41
The mobile app menu showing claims waiting for approval

For managers

Alerts, receipts, and Smart Audit reasons sit next to every line so approvers decide with full context. Routine claims never reach them.

  • Approve on mobile, web, Teams, or WhatsApp
  • Only exceptions need a decision
  • Out-of-office delegation covers set dates
Home

Hey there, James!

Pick up where you left off.

Reimbursement

£596.53

Unreported

7 receipts

Approval

£19,190.33

Approve expense reports

You have 19 reports ready for your approval.

View reports to approve

Unreported receipts

You have 7 receipts at a total of £515.70 yet to be submitted.

Submit all receipts

For finance

Clean, coded, and reconciled data lands in the ledger and Finance Copilot answers spend questions in plain English. You control the policy without checking every claim.

  • Purchase ledger posting with the correct VAT
  • Card reconciliation per scheme
  • Finance Copilot and scheduled reports

Capture

Capture every receipt, card line, and mile

Expense capture features that get every receipt, transaction, and mile into Capture Expense with the least possible effort.

User Copilot

Submit receipts, raise mileage, and get answers from WhatsApp, Microsoft Teams, or Slack with nothing to install.

Learn more

Expense cards

Virtual, physical, and single-use Visa cards issued through our partner Pliant with spend limits, approvals, and every transaction reconciled in Capture Expense.

Learn more

Corporate cards

Import transactions from the cards you already use, match receipts automatically, and post to the ledger with the right VAT.

Learn more

Mileage tracking

Calculate every journey from postcodes and pay each mile at the right HMRC or Revenue rate. Check licence, MOT, road tax, and insurance before any claim is paid.

Learn more

Mobile app

Native iOS and Android apps with full parity: capture, claim, approve, and administer on the move.

Learn more

Control

Control spend with checks on every claim

Policy, approval, and audit features that run in the background and scale with the group.

Smart Audit

AI checks every claim against policy, VAT rules, and history and then approves, rejects, or escalates it with the reasons attached.

Learn more

Policy enforcement

Automate expense policy enforcement with customisable spending limits, multi-stage approval workflows, and out-of-policy alerts.

Learn more

Approval workflows

Claims move to the right people automatically with customisable approval workflows, including multi-stage and line manager routing.

Learn more

Insight

Answers and reports from your expense data

Reporting and AI features that turn expense data into decisions.

Finance Copilot

An AI copilot for questions and reports. Ask about company spend and get a chart, table, and summary back without building a report or exporting to Excel.

Learn more

Reporting and insights

Conventional reports, scheduled PDFs, audit exports, carbon reporting, and plain-English questions through Finance Copilot.

Learn more

Platform

Connected to the systems you already run

Capture Expense integrates with the finance, payroll, and card systems your teams already use.

Integrations

Native connectors, a REST API, secure file transfer protocol (SFTP), and a large export library for accounting, payroll, HR, cards, and messaging.

Learn more

Also included

More expense management features included

  • Timesheets

    Hours against projects and tasks for service teams, approved and exported alongside expenses.

  • Purchase requests

    Pre-approval that extends into a light procure-to-pay workflow with multi-level approvals.

  • Advances and allowances

    Cash advances, petty cash, and daily allowances with running balances in multiple currencies.

  • Documents and declarations

    Policies distributed in the platform with employee declarations captured before submission.

  • Carbon reporting

    Emissions based on Department for Environment, Food and Rural Affairs (DEFRA) factors on every relevant expense, with summary and detailed reports.

  • SSO and magic link

    Microsoft Entra ID single sign-on (SSO), multi-factor authentication (MFA), and password-free sign-in.

  • Multi-language

    The app, optical character recognition (OCR), and copilots in the languages your people use.

  • Help centre and onboarding

    Role-based getting-started emails, guides, and a support portal.

Outcomes

What changes when the whole process is in one place

75%
Time saved
44%
Less spend
60%
Less admin
34%
More VAT reclaimed

At a glance

Capture Expense at a glance

Scope, pricing model, implementation, integrations, and security in one place.

What it is
Expense management software covering expenses, corporate cards, mileage, trips, approvals, reporting, and AI copilots
Who it is for
UK and Irish organisations of 20 to 5,000 people, especially multi-entity and multi-department businesses
Pricing
Per active user, so only people who claim in a month are billed
Implementation
Set up in days, with full roll-out usually four to six weeks with a structured plan, a named lead, and UK-based support
Where people use it
Web, iOS, and Android apps, plus WhatsApp, Microsoft Teams, and Slack
Integrations
Native connectors for Xero, QuickBooks Online, Dynamics 365 Business Central, NetSuite, SAP ByDesign, and iplicit. Exports for Sage, SAP, Unit4, and 40 more
Corporate cards
Feeds from Amex, Visa and Mastercard programmes, HSBC MiVision, and Open Banking, or Visa cards issued through Pliant
Payroll and HR
Cintra, Zellis, iTrent, Cezanne, and ADP
Security
Cyber Essentials certified, Crown Commercial Service G-Cloud supplier, ICO registered, and hosted on Azure (UK)
Ireland
Fully managed Enhanced Reporting Requirements built in: subsistence by journey hours, civil service mileage rates, and Revenue-ready output
Reviews
4.9 out of 5 on Capterra. Capterra Best Ease of Use and Best Value 2026. Software Advice Best Customer Support and Most Recommended 2026
Company
Capture Business Solutions Ltd, founded in 2017 in Newcastle upon Tyne and part of the Cintra group

See every expense management feature end to end

A 30-minute demo covers capture, control, and posting for your structure and your finance system.

Book a demo View product tour

Rated 4.9 out of 5 on Capterra

Free trial Book a demo